Page 150 - Communication in Organizations Basic Skills and Conversation Models

Giving presentations 139

Limiting conditions
Before presenters start their preparation of the presentation, they should be aware of
possible limiting conditions. By limiting conditions we mean the time remaining before
the presentation must be given: the place where the presentation will take place, the
possible aids necessary and the expected size of audience. Presenters have to ask
themselves in advance what they can realize within these conditions. What work can they
complete before the date of the presentation? It is recommended to estimate the time
required for the preparation: collecting information about the target group, looking over
accommodation, ordering and writing out materials, possibly making a PowerPoint
presentation or overhead transparencies, watching slides, a video or film. All this often
takes more time than one might imagine.
The time available for the presentation itself determines the amount of information
that can be conveyed. A visit to the location where the presentation will be held in
advance (if possible) gives presenters the opportunity to organize the optimal formation
(chairs, tables, etc.) for the audience. Presenters must determine in advance what aids
they need in order to achieve the goal of the presentation. Often a presentation becomes
livelier through the use of PowerPoint, an overhead projector or audiovisual equipment.
When presenting (yearly) figures such visual aids are vital. To demonstrate a
conversation model in a skills training programme a videotape is useful. However, the
success of a presentation is not only dependent on the use of aids; sometimes too much
use is made of them. The expected size of the audience also influences the presenters’
possibilities. Depending on the group size presenters will prepare a method of
presentation. For example, they can only talk to a large group from a lectern and with the
help of a sound system. With a small group they could possibly sit around a table. In a
large group the opportunities to ask questions during the presentation are more limited
than in a small group.

Giving the presentation

For many people it is difficult to process information that is only conveyed verbally.
They are often quickly distracted, cannot concentrate for long periods at a time and
remember selectively. In order to keep the attention and to make it easier for the audience
to follow the thread, the presenter can make use of expressive skills (Mandel, 1987),
structure and text-supporting aids.

Expressive skills

With the help of their expressive skills presenters can make use of their body and voice to
support their words. Expressive skills can be divided into body language and use of the
voice. Body language consists of the following skills: eye contact, facial expression,
movement and posture (Argyle, 1988). Use of the voice consists of: speed of speech,
timing, volume, rhythm of the sentences and articulation. We now give a brief description
of these skills.